Logistics Officer

Outraged by the injustice faced by people with disabilities and vulnerable populations, we aspire to a world of solidarity and inclusion, enriched by our differences, where everyone can live in dignity.

Handicap International is changing his name and becomes « Humanity & Inclusion ». HI - Humanity & Inclusion is an independent and impartial aid and development organisation with no religious or political affiliations operating in situations of poverty and exclusion, conflict and disaster. We work alongside people with disabilities and vulnerable people to help meet their essential needs, improve their living conditions and promote respect for their dignity and fundamental rights.

For further information about the association: www.hi.org 

LOCATION: Based in West Bank with frequent travelling to Jerusalem, the successful candidate must prove the ability to travel among these locations

OBJECTIVE OF THE POSITION:

Under the supervision of Logistics Manager (LM), The Logistics Officer supports in the smooth running of material operations and the management of the association’s assets, whilst applying the association’s procurement policy and rules for managing its assets and ensuring the security of both human and material resources

REPONSIBILITIES: 

1. PROCUREMENT AND SUPPLY CHAIN MANAGEMENT

• Ensure the monitoring of the security context and incidents in close coordination with the Country Manager 
• Analyse and ensure local market surveys and keep a local suppliers database updated corresponding to the HI needs and criteria (quality, price, service, ethics etc.)
• Make sure to always consider value for money having in mind quality and sustainability of the goods
• Implement procurement procedures for HI and organize different stages in the local purchasing of goods and services (market, surveys, ordering, monitoring, receipt, conformity checks etc.)Process the orders and ensure their follow-up, provide feedback to the applicant and inform his/her manager in case of problem
• Maintain well organized records of the orders according to the HI purchase procedures (PSR follow up)
• Implement the control of the reception and inspection all incoming materials to stores and reconciles with purchase orders and delivery notes
• Supervise all trucks when loading and unloading materials and equipment’s from and to stores
• Implement controls on s physical management of stock:

• Use the stock management tool
• Organize periodical stock-taking
• Management the flow of materials
• Follow the local transport of materials: choice of transport methods and packaging, planning and monitoring of dispatches, administrative and customs formalities
• Ensure the daily update of the purchase monitoring chart (PMC)
• Ensure the adequate filling of purchases files: signatures, presence and validity of the documents
• Follow up to receive control reports from the sites log teams on all the purchase files of our local partners in order to ensure that it respects HI’s procurement procedures. In case of any discrepancy, inform his/her Manager (as much as possible in writing)
• Ensure payment to the suppliers in link with finance department according to the invoice brought by the purchaser and suppliers
• Ensure proper follow up of services contracts related to logistics

2. FLEET MANAGEMENT

• Follow up the implementation of the rules governing the use of vehicles and movement transport management procedures and ensure its reinforcement in the site
• Prepare and define the weekly mission's travel requirements
• Ensure maintaining accurate, up-to-date, reconciled records on vehicle log books, vehicle forms, vehicle maintenance sheets, fuel purchases, accident reports, vehicle condition reports and other records that are requested from management
• Ensure the vehicle online reports to match with each vehicle log book, then send reports to the line manager 
• Control the applying of the log team the fleet monitoring tools in the mission
• Supervise the implementation of preventive and curative maintenance work with the car rental companies in link with the Log Assistant / Driver
• Manage and follow up the transport service contracts and ensure proper documentation available in the transport means
• Ensure adequate communication with car rental and fuel suppliers
• Ensure the filing of the mission vehicles documents and charts (VMC) and  archiving fleet file in proper way
• Support the Driver / Logistic Assistant to organize and follow up the transportation of the goods
• Make sure all drivers know the roads, use secure roads and respect the security driving rules
• Ensure any required training for Driver / Logistics assistant, HI principles, driving, etc.
•  Supervise the general maintenance of vehicles in link with  rental company and with Logistics Assistant
• Report any accident /incident to the logistics Manager

3. SUPPORT IN ENSURING THE CORRECT MANAGEMENT OF EQUIPMENT AND IT AT OFFICE LEVEL  

• Ensure that Equipment and IT Management Policy is implemented, understood and respected within the mission
• Be the focal point for IT related issues and requests
• Ensure proper installation, follow up and upgrade of IT equipment (hardware, software, network, back up, security systems and devices)
• Train/support (or supervise the training) users on how to properly use the equipment including IT equipment. 
• Follow up strictly the allocation of all the IT equipment (which mainly are laptops, desktops, printers, video/LCD, power supply, and communication) plus the allocation of the IT small equipment (external hard disk, UPS, etc.) on the projects, partners, etc.
• Ensure the installation of antivirus software & any other systems as required on each laptop/ desktop in the mission fitting with HI regulations
• For communications, follow up the use of cell phones by the teams; ensure that every staff allowed has a cell phone from the association. And every visitor must be provided with a cell phone
• Supervise the internet set up
• Ensure that the documents related to equipment management are compliant with HI policy
• Make sure that HI standard storage procedures are followed; ensure the quality procedures and control the stored equipment
• Ensuring the correct management of customs clearance procedures at the mission Level
• Apply equipment management procedures and written certification of each withdrawal of equipment from stock
• Ensure the use of and accurate update of the Equipment Monitoring Chart (EMC) and the quality of the data it contains
• Coordinate to run  physical stock take in the site quarterly, ensure its validation by the LM, and filling
• Contribute in the Identification of the mission needs in terms of equipment, advice/report to the line manager its allocation, and usage
• Responsible for the equipment installation/ maintenance

4. IN CHARGE OF THE GENERAL SERVICES (EXPATRIATE STAFF ACCOMMODATION, OFFICES, AND STORAGE FACILITIES)

• Participate in defining the needs and propose solutions in terms of premises and carrying out or ensuring the management of the fitting, servicing and maintenance of the premises
• Ensure that Premises meet the minimum safety and security requirements and analyse the guarantees of insurance after seeking advice from his/her manager
• Ensure collective rules for the use of the premises are applied
• Ensure the proper follow up of premises contracts
• Supervise the overall maintenance of the HI premises

5. MANAGE THE ORGANIZATION OF SEMINAR, MEETING AND TRAVEL

• Organize travel, visa and accommodation arrangement according to the travel plan/form and coordinate with MERP and the mission sites for the necessary arrangements from their side, organize the welcoming of staff/guest, manage the guesthouse room vacancies and follow up the maintenance when needed
• Organize with the project team seminars and workshop arrangements (set up of the meeting room, meals, office supplies) and ensure travel arrangement and accommodation for each attendant
• Ensuring the booking of venue or hotel, purchase of flight ticket through the travel agency, and preparing the eventual purchase file

6. Manage his / her team

• Manage and lead his/ her team, fix objectives and assess the staff he/she line-manages
• Train his/her team
• Set up communication and coordination mechanisms for his/her team
• Manage contractual monitoring (leave, end of trial periods, etc.) of the staff he/she line-manages; if necessary, co-validate disciplinary procedures with the Regional support services coordinator
• Oversee his/her team's career development: define training needs and provide guidance on professional development

OTHER TASKS REQUIRED:

• Prepare the monthly site logistics report
• Travel to coordination office for support & carrying out duties as can be requested by line Manager
• As per request received from line manager, coordinate replies to logistics related audit comments
• Assist the line manager is any duties as can be requested as per the need
• Provide geographical and access information related to security environment, incidents and/or threats as requested
• Assist in partner’s capacity assessment in procurment before the agreement is signed
• Assist in partner’s training and coaching on procurment topics before and during the agreement
• Checking eligibility of partners procurment Docs in compliance with HI and donor rules .
• Provide weekly updates to HI teams during weekly management meetings
• Provide recommendation based on context monitoring and analysis regarding relevant measures to be taken accordingly

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THE SUCCESSFUL CANDIDATE WILL HAVE:

• Very good Arabic and English, French/Hebrew is a plus
• Good organizational skills
• Good oral and written communication skills
• Good negotiation skills
• Time Management
• Proficient computer skills

EDUCATION AND EXPERIENCE:

• Bachelor’s degree in Business Administration/Logistics Administration/ Supply Management.
• Good technical skills in mechanics and/or IT 
• Previous experience in INGO (1-3 years in the logistics field)

PROFESSIONAL STANDARDS:

HI workers must adhere to the values and principles outlined in HI Code of conduct.  In accordance with these values, HI operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-fraud, bribery, and corruption.

Initial contract will be for a period of eight months renewable upon availability of fund

Handicap International is an equal opportunity employer and particularly welcomes applications from persons with disabilities

Basic salary for the position : 5,557 ILS

Interested candidates should send their resume with motivation letter to reach on or before 05th of July 2020 to [email protected] indicating your full name and the job title (Logistics Officer) in the subject line of your e-mail applacation. Applications incomplete or received after the deadline will be disregarded. 

Qualified candidates are encouraged to apply and those shortlisted will be contacted.